the development of arcs/orcs for integrated record keeping in the government of british columbia,...

The Development of ARCS/ORCS for Integrated Record Keeping in the Government of British Columbia,

Canada

Mary McIntoshBC Ministry of Health

[email protected]

2001/03/13 Third Global Forum, Naples, Italy 2

ARCS/ORCS as a Case Study

• Overview of British Columbia’s legal and management framework for record-keeping

• Features of ARCS/ORCS

• Integrating electronic records into the framework

• Challenges


Overview: British Columbia

• Population ~4 million• Area 945,000 square

kilometers


Overview: Ministry of Health

• $8 billion (~35% of provincial budget)

• 3,282 staff in 15 headquarters offices and 150 sub-offices

• Administers 45 acts in 20 programs

• Provides public health, vital statistics, ambulance, health insurance to all citizens

• Funds and monitors the health system


Overview: Electronic Service Delivery

• InfoSmart– 24/7 electronic service delivery to meet public

expectations & level distances– streamline services - sharing information rather

than duplicating it– leverage common IT infrastructure– improve G2G and G2C communication

• Where does records management fit???


Overview: Records Management

• Document Disposal Act (1936)– no destruction without authority

• Treasury Board Policy– establishes accountability for RM

• Central Agency– establishes standards for government

• Ministries– staff, resources, internal policies


ARCS/ORCS

• Administrative /Operational Records Classification System

• ...a combined records classification and scheduling system that facilitates the efficient and systematic organization, retrieval, storage, destruction or permanent retention of the government’s records...


Why ARCS and ORCS

• ARCS is developed and maintained centrally

• ARCS covers records relating to administrative functions common to all government agencies

• ORCS are developed by ministries and relate to Ministry-specific records


Features of ARCS/ORCS

• Combined classification and disposition schedule

• Includes records in all media

• Office of Primary Responsibility designation

• Archival appraisal

23200 EPIDEMIOLOGIC SURVEILLANCE OF TUBERCULOSIS

Records relating to the maintenance of and/or participation inprovincial and national registries for the review and analysis ofactive cases of tuberculosis, including suspect cases and caseson prophylaxis, according to the Health Act (RSBC 1996, c. 179)and the Health Act Communicable Disease Regulations(B.C. Reg. 4/83). Includes national registry notification formsand patient follow-up reports, and registry database files.

For statistical reports, see primary 23700.

Unless otherwise specified below, the ministry OPR(Registry, Division of Tuberculosis Control) willretain these records for: CY+1y 3y DE

Except where non-OPR retention periods are identifiedbelow, all other ministry offices will retain theserecords for: SO nil DE

-00 Policy and procedures - OPR SO 5y FR - non-OPR SO nil DE

-01 GeneralPIB -02 Statistics Canada tuberculosis notification

forms (8-2300-86.1)

PIB -03 Statistics Canada tuberculosis follow-upforms (8-2300-66.3)

-04 Statistics Canada yearly reports CY+2y 7y DE

10y= This ensures records are retained for analysisand review.

PIB -05 Tuberculosis registry database SO nil DE(electronic database)


Development of ORCS

• Based on an evaluation of all records and activities of an agency

• Performed by Ministry staff or by contractors

• Reviewed by central agency for adherence to standards and for archival appraisal

• Takes years to complete


Development of ORCS

• Classification– based on programs– hierarchical– for the purpose of disposition scheduling– medium doesn’t matter

• Retention scheduling– based on users’ needs, legal requirements and

risk management


Integration of Electronic Records

• As information technology becomes more sophisticated, the need for information management becomes more apparent


Electronic Records in ARCS/ORCS

• Databases– when to get rid of records

• Email– classification the key to finding anything

• Word processing, spreadsheets, etc.– mapping network drives according to

classification scheme


Electronic Records in ARCS/ORCS

• InfoSmart projects– ARCS On-line– Database versions of ARCS/ORCS– Corporate EDMS/ERMS requirements being

defined


Challenges

• Building RM into the systems development life-cycle

• Forced classification or the Educated user?

• Ability of RM to respond quickly to changing needs


Conclusions

• ARCS and ORCS more than ever is putting the “management” into records management

the development of arcs/orcs for integrated record keeping in the government of british columbia,...

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